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Power to the PeopleStrategies for Managing and Opening Public Data

Applications ManagerTim Nolan

L’Cena ParsonsRecords Manager

Bala PalaniswamySenior Applications Developer

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Caretaker of Information Cost Effective Preservation and Availability

of Records Ensure Mandated Retention Schedules Preservation Standards Purveyor of Trust

Records Responsibilities

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No Retention Tracking Silos of Information Multiple Solutions Increase in Cases Filed Open Records Requests No backups Out of Space Security

Why ?

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Over Capacity

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1st notice allows 30 days 10 day grace period notice Notification of transfer of boxes within 5

days of grace period

Records Policy

Electronic record is the official county record Same notification process as paper Documents outside of retention will not be

scanned

Inventory sheets are required for intake Official request for transfer for storage or

shredding must be submitted Copies and/or drafts not accepted for

storage

Shred Bins

Electronic Records

Shred ServicesBox Transfer / Intake

Paper Documents

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Reduce

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Enthusiastic Workforce

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Tax Office County Clerk Healthcare Auditors Office District Clerk Juvenile Probation Sheriff’s Office Development Services Justices of the Peace Elections

Departmental Usage

District Attorney Substance Abuse WIC Constables Human Resources Medical Examiner Purchasing Jail Medical Public Works Facilities

Potential UsersTop Users

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Future Records ProjectsProject DescriptioneRMS Retentions Retention verification and cleanupeRMS Structure Record Series and folder structure cleanup

Microfilm Inventory Identify inventory by department and verify retentions

Tax Books Retention verification and archival of historical books

Backscanning Medical Examiner; Facilities; HR; DA; Comm. Court

Laserfiche Onboarding IT/Admin Travel; Internal Office automation

Records Policy Acknowledgement Automated acknowledgement of Records Policy

Warehouse shelf consolidation Merging of boxes from various shelves in warehouse

District Attorney – Paper Process Solutions to stop creation of future paper files

Workflow/Import Agent Fire Marshal, Dev Services, ODY Retention, Destruction Notifications

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Beyond Records

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Agile Methodology

en.wikipedia.org/wiki/Scrum_(software_development)

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Most of Laserfiche is exposed to development team

Invaluable in back-end integrations Utilized SDK to convert >1M images from

color to B/W Saving months of staff hours of manual

conversion Recovered disk space

Laserfiche Software Developer’s Kit (SDK)

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Odyssey Closed Cases Retention for case files LF notification when retention is met

RT Lawrence property tax coupon and check scanning

Saves 10 days in processing Earned >$1M in interest

Property Tax Lookup Affinity Saved $50K

Motor Vehicle Receipts OCR Scheduler (MCCi) 500 Boxes eliminated per year

GIS Building permits with location

Integrations

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Genealogy Corner Historic Marriage Licenses School Census Records

Document Acknowledgement Personal Financial Statements eStamp Campaign Contributions Foreclosures Email Retention (Case related) Citizen Boards & User Groups

Application Development

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Historic Marriage Licenses Historic School Census records WWII Veterans Book All Elected Officials

Genealogy Corner

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Document Acknowledgement

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Drag & Drop Stamp Use for all filed documents Simple

eStamp

‘10 ‘11 ‘12

Drag & Drop

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Drag/Drop case-related emails Automated workflow eRMS manages retention Purge after retention is up Simple

Email Retention

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Case-by-Case Pattern Search

• ie, SSN, TxDL Staff Review

On-Demand Redaction

1 2

3

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Campaign Contributions

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Fully Automated eRMS On-Demand Redaction Commissioners Court Packets Integration with GIS Integration with ERP Less Space Paper-less

The Future…

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Contacts

L’Cena Parsons, Collin County, TexasRecords Managerlparsons@co.collin.tx.us972.548.5562972.548.4193

Tim Nolan, Collin County, Texastnolan@co.collin.tx.us972.548.4588

nolantim

@plotboy

TimNolan3

Bala Palaniswamy, Collin County, Texasbpalaniswamy@co.collin.tx.us972.548.4517

http://bit.ly/BalaLinkedIn